Primavera Training P6

Topics
Introduction to Primavera
The Project Management Life Cycle
Data, Navigating, and Layouts
Enterprise Project Structure
Creating a Project
Creating a Work Breakdown Structure
Adding Activities
continued...

Topics (cont.)
Creating Relationships
Scheduling
Assigning Constraints
Maintaining the Project Documents Library
Formatting Schedule Data
Roles and Resources
Assigning Roles
continued...

Topics (cont.)
Assigning Resources and Costs
Analyzing Resources
Optimizing the Project Plan
Baselining the Project Plan
Project Execution and Control
Reporting Performance
Project Web Site

Introduction to Primavera
Lesson 1
1

 Describe Primavera solutions
 Describe P6
1
Lesson ObjectivesLesson1

 Primavera Systems Inc. is the world's leading project
and portfolio management software company, providing
the software foundation that enables all types of
businesses to achieve excellence in managing their
portfolios, programs, projects, and resources. It is
estimated that projects totaling more than $5 trillion in
value have been managed with Primavera products.
 Primavera began in 1983 with the launch of PC-based
software for engineering and construction. Today
Primavera is a diversified software company that
provides both desktop and enterprise-class solutions
that enable companies to prioritize, plan, manage, and
measure the project investments necessary to grow the
business and service their customers.
2
Introduction to PrimaveraLesson1

 Primavera Solutions
 The graphic below lists Primavera solutions and the
industries served by Primavera.
 P6 - An enterprise-wide project planning, management
and control solution that enables organizations to meet
budget and deadline commitments by managing
schedules, resources, and costs across all of their
projects and programs. P6 is the solution covered in this
course.
 ProSight - A portfolio management and analysis solution
that enables organizations to deliver maximum value by
identifying and prioritizing strategic projects and
investments, as well as comply with regulatory
imperatives.
2
Introduction to Primavera (cont.)
Lesson1

 Evolve - An enterprise resource management solution
that enables services organizations to improve
utilization and profitability by ensuring the right person is
assigned to the right project at the right time.
 Cost Manager - A solution that reduces the work
necessary to track earned value. Graphic
representations are automatically generated using the
latest project information from a centralized database.
Download cost data from your accounting system by
using a flexible interface module to ensure a consistent
and complete view of project performance. Alternatively,
actual cost data may be entered or imported from
Primavera.
3
Lesson1

 Contract Manager - This solution, formerly known as
Expedition, enables the tracking of contracts from
original estimate to buy-out. Track all project submittals
and automate the approval process via workflow
management. Comprehensive change management
functionality assures that changes are resolved,
payments are made, and claims are avoided.
 PertMaster - A risk analysis and mitigation solution that
enables organizations to overcome project and portfolio
uncertainty by modeling risks and analyzing the cost
and schedule impacts of mitigation scenarios.
3
Lesson1

 P6 is used for planning, monitoring, and controlling
projects. Project data is stored in a central database
and can be accessed via client-server and the Web.
 Among P6's capabilities:
 Enterprise-wide project management, resource
management, and portfolio analysis.
 Personalized role-based dashboards provide quick visual
indicators of the health and status metrics of projects and
programs, and help determine which projects need help to
get back on track.
 Extensive project reporting, including industry-standard
templates and a customization wizard.
4
Primavera P6Lesson1

 Scorecards that contain project scores, schedule
performance, cost performance, earned value metrics,
milestone dates, WBS summaries, RFI status, and
change control documents.
 Capacity analysis and resource planning to anticipate
resource usage requirements in future projects.
 Collaborative workspaces to initiate projects and document
workflows; manage and approve documents; and
communicate with the project team.
4
Primavera P6 (cont.)
Lesson1

 Methodology Management
 An integrated process improvement platform for delivering
best practices, lessons learned, and organizational
standards in the form of project templates, work product
templates, and estimation metrics.
 Create, capture, organize, and improve reusable
components for building future project plans.
5
Lesson1

 Timesheets
 Enables Web-based timekeeping and communication.
 Team members see all supporting information they need to
coordinate and perform their work while communicating
directly with the central database.
5
Lesson1

The Project Management Life
Cycle
Lesson 2
7

 Review the relationship between Primavera and the
Project Management Life Cycle
 Identify the five process groups in the Project
Management Life Cycle
7

 Project management is the process of achieving set
goals within the constraints of time, budget, and staffing
restrictions.
 Lessons in your curriculum may cover some or all of the
processes in the Project Management Life Cycle, as
indicated below:
 Each process can be broken down into these steps:
8
Project Management Life CycleLesson2

 Steps in the Initiating process group include:
 Collect project information.
 Obtain organizational commitment.
 Develop the team.
10
Initiating Process GroupLesson2

 Steps in the Planning process group include:
 Establish project objectives and scope of work.
 Define the work.
 Determine the timing.
 Establish resource requirements/availability.
 Establish a cost budget.
 Evaluate, optimize, and create baseline plan.
11
Planning Process GroupLesson2

 Steps in the Executing process group include:
 Distribute information.
 Track work in progress and actual costs.
12
Executing Process GroupLesson2

 Steps in the Controlling process group include:
 Analyze and evaluate the project.
 Recommend necessary action.
 Modify the current project with realistic data.
 Re-forecast the schedule.
 Communicate project performance to the project team.
13
Controlling Process GroupLesson2

 Steps in the Closing process group include:
 Document lessons learned.
 Determine if project can be used as a methodology.
 Deliver product to client or stakeholders.
 Back-up or archive project files.
14
Closing Process GroupLesson2

Data, Navigating, and
Layouts
Lesson 3
17

 Describe enterprise and project-specific data
 Log in
 Open an existing project
 Navigate in the Home window and Activities window
 Open an existing layout
 Customize a layout
 Save a layout
17

 Before logging in to Primavera, it is important to
understand that a project consists of a combination of
enterprise data and project-specific data.
18
Enterprise and Project-Specific DataLesson3

 Enterprise Data
 Enterprise data provides the global structure needed to
manage multiple projects. It is available to all projects
across the organization and provides the structure
necessary for centralized project and resource
management. Enterprise data is usually defined and
maintained by a system administrator.
18
Enterprise and Project-Specific Data
(cont.)
Lesson3

 Enterprise Data
 Examples of enterprise data:
 Enterprise Project Structure (EPS)
 Project codes
 Resource codes
 Admin categories and preferences
 Resources
 Cost accounts
18
(cont.)
Lesson3

 Project-Specific Data
 Project-specific data is only available to the project in
which it is defined. Project managers define project-
specific data to further control their projects.
 Dates
 Work Breakdown Structure (WBS)
 Activities
 Activity relationships
 Baselines
 Expenses
 Risks
 Thresholds and issues
 Work products and documents
 Project Web site
19
(cont.)
Lesson3

 Enterprise/Project-Specific Data
 The following types of data are enterprise as well as
project-specific:
 Calendars
 Reports
 Activity codes
20
(cont.)
Lesson3

 Type a valid Login Name and Password to log in to
Primavera. If you do not know your Login
Name/Password, contact your system administrator.
21
Logging InLesson3

 The Home window is the starting point for navigation. It
provides quick access to enterprise data and project
data.
 To the left of the Home window is the Directory bar,
which lists the 12 windows within Primavera. Each
window provides specific functionality to help you
manage projects. Click an item in the Directory bar to
access it.
 The table below lists key navigation items in the Home
window. Numbers in the table correspond to those in
the screenshot.
22
Home WindowLesson3

22
Home WindowLesson3
ItemItem FunctionalityFunctionality
1. Title bar Displays current application and name of open
projects.
2. Menu bar Click to perform functions in Primavera.
3. Directory bar Click to display Primavera windows.
4. Navigation bar Move between open windows, toggle the
Directory bar, and open Help.
5. Status bar Displays user's Login Name, data date of open
projects, access mode, and current baseline.

 Use the Navigation bar to move back and forward to
previously accessed windows; return to the Home
window; display and hide the Directory bar; and to
access Help for the current window.
 The Navigation bar, which is turned on by default, can
be toggled on/off in the View menu by clicking Toolbars,
Navigation Bar.
23
Navigation BarLesson3

 The Open Project dialog box lists all the projects you
have access to open.
 All projects under the node are opened.
 Open multiple projects under different nodes.
 Press Control-click to select more than one project.
24
Opening an Existing ProjectLesson3

 Access Modes
 You have the option to select an access mode prior to
opening a project:
 Shared - Multiple users can view, input, and change data.
This is the default setting.
 Read Only - You can view data but cannot input or change
data.
 Exclusive - The current user is the only user who can edit
data on these projects. Other users can access these
projects in Read Only mode.
25
Opening an Existing Project (cont.)
Lesson3

 Activities Window
 The Activities window is used to create, view, and edit
activities for open projects. The table below lists key
navigation items in the Activities window. Numbers in
the table correspond to those in the screenshot.
26
Opening an Existing Project (cont.)
Lesson3

26
Activities WindowLesson3
1. Toolbar Displays icons that allow you to change look of
layout.
2. Activity Table Displays activity information in spreadsheet
format.
3. Gantt Chart Provides graphical display of activity progress
over time.
4. Command bar Displays options for adding or removing activity
data.
5. Layout Options bar Displays menu of available options for Activities
window.
6. Vertical Split bar Drag bar to hide/show more information in each
pane.

26
Activities Window (cont.)
Lesson3
7. Horizontal Split bar Hide or show more information in top/bottom
layouts.
8. Activity Details View/edit detailed information for selected
activity.

 A layout is a customizable view of information,
combining all the visual elements that appear on the
screen. Layouts are available in the Projects, WBS,
Activities, Resource Assignments, and Tracking
windows.
27
LayoutsLesson3

 Activity Layouts
 The Activities window provides the option of viewing
data in top/bottom layouts.
 Choose one of the following to show on top:
 Activity Table
 Gantt Chart
 Activity Usage Spreadsheet
 Activity Network
27
Layouts (cont.)
Lesson3

 Activity Layouts
 Choose one of the following to show on bottom:
 Activity Details
 Activity Table
 Gantt Chart
 Activity Usage Spreadsheet
 Resource Usage Spreadsheet
 Activity Usage Profile
 Resource Usage Profile
 Trace Logic
27
Layouts (cont.)
Lesson3

 Opening an Existing Activity Layout
 A variety of layouts are available to present activity data
from different perspectives. You can create user-
specific layouts and project-specific layouts, or use
global layouts provided by your company.
 After selecting a layout, you can click either Apply or
Open.
 Apply - Displays layout but keeps Open Layout dialog box
open.
 Open - Displays layout and closes Open Layout dialog box.
 You will select a different layout and then click Open,
which displays the layout and closes the Open Layout
dialog box.
28
Layouts (cont.)
Lesson3

 Gantt Chart
 The Classic WBS Layout displays a Gantt Chart in the
top layout and Activity Details in the bottom layout.
 The Gantt Chart is divided into two sections: Activity
Table and Bar Area:
 Activity Table - Displays activity data in columns.
 Bar Area - Provides a graphical display of activity progress
over the duration of the project.
30
Layouts (cont.)
Lesson3

 Activity Usage Spreadsheet
 The Activity Usage Spreadsheet displays unit, cost, or
earned value data by activity over time. Use this type of
layout to review per period and rolled up activity
resource/cost data.
 You can customize the timescale of the Activity Usage
Spreadsheet:
31
Layouts (cont.)
Lesson3

 Activity Network
 Use the Activity Network to view the relationships
between activities and the logical flow of the activities in
the project:
 Left pane - Displays the WBS hierarchy.
 Right pane - Shows a graphical display of activities and their
relationships.
32
Layouts (cont.)
Lesson3

 Activity Table
 The Activity Table enables you to see project data in
spreadsheet format. You also can modify the columns
displayed in the Activity Table to meet your needs.
 You can display the Activity Table on the entire screen if
you want to analyze data solely in a tabular format.
33
Layouts (cont.)
Lesson3

 The Activities window can be customized and saved as
a layout. Saving layouts for future use allows you to
quickly retrieve information.
 The Layout Options bar is the centralized menu for layout
customization.
 The following is a list of layout elements that are
customizable:
 Bars
 Columns
 Timescale
 Table font and colors
 Row height
 Filters
 Activity grouping and sorting
 Top/bottom layouts
34
Customizing a LayoutLesson3

 Selecting Columns
 The Columns dialog box enables you to select columns
to display in the Activity Table and specify the order in
which they appear:
 Available Options section - Lists data items in groups or in
list.
 Selected Options section - Lists items you have chosen to
display.
 Single arrows - Move highlighted data items to the other
section.
 Double arrows - Move all data items to the other section.
 Up/down arrows - Configure the order of the data items.
 Click Edit Column to edit the selected item's title and
choose its alignment in the display.
35
Customizing a Layout (cont.)
Lesson3

 Using Hint Help in Columns Dialog Box
 You can use Hint Help to view a definition for any data
item in the column list.
36
Customizing a Layout (cont.)
Lesson3

 Activity Details displays detailed information for the
activity highlighted in the Activity Table or Activity
Network.
37
Displaying Activity DetailsLesson3

 Selecting Details Tabs
 The tabs displayed in Activity Details can be
customized.
38
Displaying Activity Details (cont.)
Lesson3

 Layouts can be saved and shared with other users to
facilitate project communication. Use the Save Layout
dialog box to save a layout in the Activities, WBS,
Projects, Assignments, or Tracking windows:
 Layout, Save - Saves changes to the existing layout.
 Layout, Save As - Prompts you to save the layout with a
new name.
 Current User - Only the user creating the layout will have
access to it in the future.
 All Users - All licensed users will have access to the layout
(Global).
 Another User - A specified user will have access to the layout.
Note, however, that the current user will not have access to
the layout.
39
Saving LayoutsLesson3

 Project - Apply the layout to any project that is currently
open in Primavera. Though project-specific layouts can
be applied to multiple projects, you can only select one
project at a time in the Layout Save As dialog box. After
a project-specific layout is saved, it can be viewed in the
Project band in the Open Layout dialog box. Project-
specific layout offers two advantages:
39
Saving Layouts (cont.)
Lesson3

 Close the project when you are finished working with it.
You are prompted to verify that you want to close the
project.
 Closing the project takes you back to the Home window.
41
Closing a ProjectLesson3

 Key Concepts
 The Home window is a starting point for navigating in
Primavera.
 Use the Navigation bar for quick access to Help, to display
the Directory bar, and to move forward and backward to
previously accessed windows.
 Choose to open a project in Read Only, Shared, or
Exclusive mode.
 A project consists of enterprise and project-specific data.
 View activity data in the Activities window and customize the
top and bottom layouts.
 Use layouts to easily view data specific to your needs. You
can customize layouts by selecting columns and by
specifying top/bottom layouts.
42
Closing a Project (cont.)
Lesson3

 Key Concepts
 Activity Details, arranged in tabs, displays detailed
information for the activity highlighted in the Activity Table or
Activity Network.
42
Closing a Project (cont.)
Lesson3

Enterprise Project Structure
Lesson 4
43

 Describe the components that comprise the Enterprise
Project Structure
 View the EPS
43

 The Enterprise Project Structure (EPS) is a hierarchy
used to organize projects.
 The EPS is made of roots and nodes.
 Each root in the EPS can be subdivided into many nodes.
 Nodes represent different levels within the structure.
 All projects must be included in a node.
 Each node can contain an unlimited number of projects.
 Projects always represent the lowest level of the hierarchy.
 Placement of a project in the hierarchy determines the
summary level in which it is included.
44
Enterprise Project StructureLesson4

Enterprise Project Structure
44
Lesson4

 You can use the Enterprise Project Structure dialog box
to define the EPS.
 The three fields to enter when adding an EPS node are:
 EPS ID - Identifies the selected EPS node.
 EPS Name - Description of the selected EPS node.
 Responsible Manager - Use this field to select an OBS
(Organizational Breakdown Structure) element to associate
with the selected level of the EPS.
45
Opening the EPSLesson4

 The EPS offers many benefits, including the ability to:
 View project priorities, scope, budgets, and resources
across the entire project structure or within a specific node.
 Manage projects separately while retaining the ability to roll
up and summarize data across multiple projects.
 Each node acts as a master project, rolling up all "child" nodes
and projects.
 A node can be opened to view all detailed activity information
from the "member" projects.
 View resource allocation across projects.
 Assign security at any level of the project structure to
provide users with appropriate access to project information.
For example, Tim Harris can view only the Construction
node and its children.
46
Benefits of the EPSLesson4

 The EPS is a hierarchy that represents the management
and organization of projects in your company.
 In the EPS, the root is the top level and can be subdivided
into nodes. Each node represents a level in the project
structure that can hold another node or a project. Projects
represent the lowest level of the hierarchy.
 The EPS enables you to view project data across the entire
project structure or within a specific node.
47
Key ConceptsLesson4

Creating a Project
Lesson 5
49

 Create a project
 Navigate in the Projects window
 View and modify information in Project Details
49

 A project can be created using a variety of methods:
 Create a New Project wizard:
 Create the project.
 Create the Work Breakdown Structure (WBS).
 Add activities.
 Assign resources and costs.
 Project Architect:
 Create the project from a methodology (template).
 Review and adjust the WBS.
 Review and adjust activities.
50
Creating a ProjectLesson5

 Import a file:
 Import a project using the following file formats:
 Review and adjust the WBS.
 Review and adjust activities.
 Copy/paste:
 Select elements of an existing project you want to copy to a
new project.
50
Creating a Project (cont.)
Lesson5

 The Create a New Project wizard can assist you in
creating a project.
51
Create a New Project WizardLesson5

 Entering Project Name
 The name of the project is Office Building Addition. You
can shorten the name to create the Project ID, BLDG.
 Project ID - Type a unique ID in this field.
 Project Name - Type a new name in this field. (The Project
Name field does not require a unique name.)
52
Create a New Project Wizard (cont.)
Lesson5

 Entering Project Start and End Dates
 Use the calendar to select Planned Start and Must
Finish By dates for the project.
 The Must Finish By field is not mandatory. You can
assign a project Must Finish By date at any point in the
project life cycle in the Dates tab in Project Details.
 To navigate in the calendar:
 When you launch the calendar, the current month/year is
displayed. To navigate to a different year, click the
Month/Year section in the calendar, and then use arrows to
scroll to the desired year.
 Click the desired month and date, and then click Select.
53
Lesson5

 Entering Responsible Manager
 The Responsible Manager, selected from the
Organization Breakdown Structure (OBS), is the
individual responsible for the work.
 The OBS is a hierarchical arrangement of an
organization's project management structure, either as
roles or individuals. The OBS can be configured to
represent a detailed organizational breakdown (with
employee names) or a more general framework where
departments, teams, or types of responsibility are
modeled in the structure.
54
Lesson5

 Selecting Assignment Rate Type
 Specify the Assignment Rate Type for new resource
assignments. The default rate type determines which
price/unit is set on a resource assignment. Values in the
Rate Type drop-down list reflect rate types defined in
the Rate Types tab in Admin Preferences.
55
Lesson5

 Running Project Architect
 Project Architect helps you to create a project from an
existing methodology or project template. You will
create the Office Building Addition project anew, without
the use of a methodology.
56
Lesson5

 The project has been created and opened.
 To view high-level information about the project,
navigate to the Projects window, which displays the
projects within the EPS that you can access. You can
also:
 Open, create, and save project layouts.
 Group projects by the Enterprise Project Structure, project
codes, or other project-related items.
 Filter projects.
 Modify column data.
 The table below lists key navigation items in the
Projects window. Numbers in the table correspond to
those in the screenshot.
57
Projects WindowLesson5

 Project Details is located in the bottom layout of the
Projects window. It can be used to define the project
properties and defaults that are applied to the selected
project.
59
Project DetailsLesson5

 General Tab
 The General tab enables you to view or modify general
information about the selected project. Project ID,
Project Name, and Responsible Manager can be set
when you create the project, or you can change them
here. The remaining fields are set by default.
 Fields in the General tab:
 Project ID - Short, unique identifier for the project.
 Project Name - Name of the project.
60
Project Details (cont.)
Lesson5

 General Tab
 Status - Indicates project status based on the table below:
60
Lesson5
StatusStatus Indicates project is ...Indicates project is ...
Planned Being analyzed before establishing permanent
plan.
Active Currently being worked on.
Inactive Completed or on hold.
What-if Used as test scenario.

 General Tab
 Responsible Manager - Individual, selected from the OBS,
who is responsible for the project.
 Risk Level - Indicates the overall risk in performing the
project. You can use the risk level to organize, filter, and
report on projects within the project structure. You can enter
a value between Very High and Very Low; the default is
Medium.
 Leveling Priority - User-defined rank of the project against
all other projects, based on its importance to the
organization. You can enter a value between 1 and 100.
The highest rank is 1; the default is 10.
 Check-out Status - Indicates whether the project is checked
in or checked out.
60
Lesson5

 General Tab
 Checked Out By - Displays the user that checked out the
project.
 Date Checked Out - Indicates the date and time the user
checked out the project.
 Project Web Site URL - Displays the project's Web site
address.
60
Lesson5

 Dates Tab
 The Dates tab enables you to edit date information for
the selected project. The Planned Start and Must Finish
By dates can be set when you create the project, or you
can change them here.
 Fields in the Dates tab:
 Planned Start - Planned start date of the project.
 Data Date - Date used as the starting point for schedule
calculations.
 Must Finish By - Date indicating the desired project end
date.
 Finish - Non-editable field indicating the latest early finish
date calculated when the project was last scheduled.
 Actual Start and Actual Finish - Non-editable field indicating
the actual start and finish dates of the project. 61
Lesson5

 Dates Tab
 Anticipated Start and Anticipated Finish - Expected dates
that can be entered while planning the project at a high
level.
61
Lesson5

 Notebook Tab
 The Notebook tab enables you to write, view, or edit
project notes such as the project's purpose, core
requirements, or other project-specific details.
 Fields in the Notebook tab:
 Notebook Topic - List of topics assigned to the selected
node/project.
 Detail - User-defined description of the selected topic. You
can use HTML editing features, including formatting text,
inserting pictures, copying, pasting, and adding hyperlinks.
62
Lesson5

 Codes Tab
 The Codes tab enables you to assign project code
values to the selected project.
 Project codes allow you to group the projects in the EPS
to specific categories, such as location or division.
 Unlimited hierarchical project codes are supported.
 Allows for summarization of large amounts of information
across projects.
64
Lesson5

 Type Ahead and Search in Dialog Boxes
 The Search field in dialog boxes throughout Primavera
offers a faster alternative to scrolling through a long list
of values:
 Search - Type in the Search field and then press Enter to
search for a value.
 Type ahead - Type in the Search field and, as you type,
values that match begin with the letters you have typed are
displayed in the dialog box.
 Below, you will type ahead to find the project code value
Comm-Commercial.
65
Lesson5

 Defaults Tab
 The Defaults tab is divided into two sections:
 Defaults for New Activities - Indicates the settings that will
be used when new activities are added to the project. Note
that changing these settings will not affect existing activities.
 Auto-numbering Defaults - Sets how new activities will be
numbered in your project.
 When the Increment Activity ID based on selected activity field
is marked, the prefix or suffix of the selected activity is applied
to the activity that is being added.
66
Lesson5

 Defaults Tab
 For the activities in the Office Building Addition project,
you will set the prefix to BA, and verify the suffix as
1000 and the increment as 10. When adding activities,
the first activity ID will be numbered BA1000, the
second activity ID will be BA1010, etc. This numbering
structure relates activities to the project, which is
especially helpful when viewing activities from different
projects.
66
Lesson5

 Settings Tab
 The Settings tab consists of three sections:
 Summarized Data - Identifies the date and the level to which
the project was last summarized.
 Project Settings - Sets the character used to separate WBS
levels; identifies the month in which the fiscal year begins;
and specifies the baseline used in earned value
calculations.
 Define Critical Activities - Identifies which activities are
displayed as critical, either longest path or a value of Total
Float.
67
Lesson5

 Calculations Tab
 Use this tab to specify how to calculate cost and
resource use when you update activities. Two fields of
note:
 Recalculate Actual Units and Cost when Duration %
Complete Changes - Mark to calculate actual units and
costs as Actual (units or costs) = Budgeted (units or costs) *
Duration % Complete
 Primavera performs these calculations whenever you update
the Duration % complete.
 Values you specify override the application's calculated
values. If you clear the checkbox, the application does not
estimate actuals and the actual fields remain blank unless you
specify values.
68
Lesson5

 Calculations Tab
 Link Actual and Actual This Period Units and Cost - Mark
this checkbox to recalculate actual or actual this period units
and costs when one of these values is updated. This option
is selected by default.
68
Lesson5

 Key Concepts
 You can create a project with the New Project wizard,
import a file, copy an existing file, or use Project Architect to
create a project from an existing template.
 Once the project is created, use the Projects window to view
high-level information for projects you can access.
 Use Project Details tabs in the Projects window to define
default settings and properties for the selected project, such
as the anticipated start and finish dates.
69
Lesson5

Creating a Work Breakdown
Structure
Lesson 6
71

 Define a Work Breakdown Structure
 Create multiple levels of a WBS hierarchy
71

 The Work Breakdown Structure (WBS) is a hierarchical
arrangement of the products and services produced
during, and by, a project. It enables you to divide a
project into meaningful and logical pieces for the
purpose of planning and control.
 Each project has a unique WBS hierarchy.
 The root level of the WBS is equal to the Project ID and
Project Name.
 Elements within the WBS have a child/parent relationship,
which means that you can roll up and summarize
information from the lower levels.
72
Work Breakdown StructureLesson6

Work Breakdown Structure
72
Lesson6

 When a project is created, a root level WBS element is
added with the same ID and name as the project.
73
Viewing WBS ElementsLesson6

 WBS elements added to the root level element are
automatically indented to form the second level of the
hierarchy.
 When you create a new WBS element, it is indented as
a "child" of the WBS element that is currently selected.
 If you add a WBS element to the wrong level or in the
wrong order, you can use the indentation keys located
on the Command bar to adjust the structure of the WBS
hierarchy.
 The "child" WBS inherits attributes from the "parent"
WBS. This is illustrated below, when the WBS element
you create, Elevator, inherits the responsible manager
of its parent, Mechanicals.
74
Creating the WBS HierarchyLesson6

 You can determine the level that WBS elements group
to by right-clicking in the WBS window and choosing
Collapse To.
 Right-click in the WBS window and click Expand All or
Collapse All to expand or collapse elements of the
WBS.
77
Creating the WBS Hierarchy (cont.)
Lesson6

 The Work Breakdown Structure is a hierarchical
arrangement of the products and services produced during
and by a project.
 The highest level of the WBS is the project, and the lowest
level consists of the individual activities required for the
deliverables.
 Create the WBS in the Work Breakdown Structure window.
Use the indentation keys to form various levels in the WBS.
80
Key ConceptsLesson6

 Describe an activity and its components
 Describe activity types
 Add activities
 Add a Notebook topic to an activity
 Add steps to an activity
 Assign activity codes to activities
81

 Activities are the fundamental work elements of a
project. They are the lowest level of a WBS and the
smallest subdivision of work that directly concerns the
project manager.
 Most detailed work unit tracked in a project schedule.
 Contains all information about the work to be performed.
 Also known as a task, item, event, or work package.
82
ActivitiesLesson7

Activity Components
82
Lesson7

 Use the Activities window to create, view, and modify
activities for the selected project. To add an activity to a
project, perform one of the following actions:
 In the Command bar, click Add.
 In the Edit menu, click Add.
 Press Insert on the keyboard.
 Right-click and click Add.
83
Adding ActivitiesLesson7

 The New Activity wizard walks you through the process
of adding an activity. Once you become familiar with the
process, you can disable the wizard in User
Preferences and manually add activities to the project.
84
The New Activity WizardLesson7

 While in the Activities window, you can click Add in the
Command bar to add new activities. The New Activity
wizard appears only when you click Add in the
Command bar.
 Type a unique Activity ID and Activity Name, for each
activity that you add. You will assign the activity to the
Design and Engineering WBS element.
85
Adding Activities via Activity WizardLesson7

 Assigning Activity Type
 Activity Type controls how an activity's duration dates
are calculated.
 Select the Activity Type according to the activity's
function in the project and the calendar that should be
used for the activity during scheduling.
 Start Milestone
 Finish Milestone
 Task Dependent
 Resource Dependent
 Level of Effort
 WBS Summary
87
Adding Activities via Activity Wizard
(cont.)
Lesson7

 Activity Type:
 Start Milestone - This type is typically used to mark
the beginning of a phase or to communicate project
deliverables.
 Zero-duration activity.
 Only has a start date.
 You can assign constraints, steps, expenses, work
products, and documents.
 You can assign a primary resource.
 You cannot assign roles.
87
(cont.)
Lesson7

 Activity Type:
 Finish Milestone - This type is typically used to mark
the end of a phase or to communicate project
deliverables.
 Zero-duration activity.
 Only has a finish date.
 You can assign constraints, steps, expenses, work
products, and documents.
 You can assign a primary resource.
 You cannot assign roles.
87
(cont.)
Lesson7

 Activity Type:
 Task Dependent - This type is typically used when
the work needs to be accomplished in a given time
frame, regardless of the assigned resources' availability.
 The activity's resources are scheduled to work according to
the activity calendar.
 Duration is determined by the assigned calendar's
workweek.
87
(cont.)
Lesson7

Example of how Primavera calculates the duration when
activity type is task dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
2 Day (X) Activity
Lesson7

 Activity Type:
 Resource Dependent - This type is typically used
when multiple resources assigned to the same activity
can work independently.
 The activity's resources are scheduled according to the
individual resource's calendar.
 Duration is determined by the availability of the resources
assigned to work on the activity.
87
(cont.)
Lesson7

2 Day (X) Activity
Example of how Primavera calculates the duration when
activity type is resource dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
Resource Dependent X XX
Lesson7

 Level of Effort - This type is typically used for
ongoing tasks dependent on other activities.
 Duration is determined by its predecessor and successor
activities, and its assigned calendar.
 Examples include clerical work, a security guard and
meetings.
 You cannot assign constraints. (Constraints are discussed
in a future lesson).
88
(cont.)
Lesson7

 WBS Summary - This type is used to summarize a
WBS level.
 The WBS summary activity comprises a group of activities
that share a common WBS level.
 The dates calculated on a WBS summary activity are based
on the earliest start date of the activities in the group and
the latest finish date of these activities.
 The WBS summary activity duration is calculated based on
its assigned calendar.
 You cannot assign constraints to WBS summary activities.
88
(cont.)
Lesson7

 Completing the New Activity Wizard
 You have just added your first activity. You will not use
the wizard to help you create additional activities.
89
(cont.)
Lesson7

 You can use the Activity Details tabs to add an activity,
and then enter additional information about the activity.
When adding an activity, first select either the WBS
band in which the activity will reside, or select an
existing activity in the WBS band.
90
Adding an Activity via Activity DetailsLesson7

 General Tab
 Use the General tab to assign basic information about
the activity, including Activity Type, discussed earlier in
this lesson.
91
Adding an Activity via Activity Details
(cont.)
Lesson7

 Status Tab
 Use the Status tab to define the selected activity's
duration, constraint, Start and Finish dates, labor and
nonlabor units and costs, and material costs. You can
also use the Status tab to view the selected activity's
float, actuals, and completion percentages.
92
(cont.)
Lesson7

 Notebook Tab
 The Notebook tab enables you to assign notes to an
activity. Notebook topics are typically instructions or
descriptions that further describe the activity according
to specific categories of information.
93
(cont.)
Lesson7

 You can use the columns in the Activity Table to add an
activity and then enter additional information about it.
94
Adding an Activity via ColumnsLesson7

 Activity steps allow you create a checklist for the
activity, and then track the completion of each step.
Often, steps provide a list of procedures required to
complete the activity and provide extra guidance to
resources assigned to the activity.
 Assign an unlimited number of steps per activity.
 Steps can be marked completed in Primavera and by the
primary resource in timesheets.
 Steps do not have duration estimates or dates.
 Each step can have an additional explanation in the text
area on the right side of the Steps tab.
 The Review and Approve Designs activity can be
broken down into two steps.
97
Adding Steps to an ActivityLesson7

 Activity step templates enable you to define a group of
steps common to multiple activities and then assign the
step template to activities.
 If a commonly used step or set of steps have already
been defined for an activity, you can convert the steps
to a template.
99
Step TemplatesLesson7

 Activity codes enable you to classify and categorize
activities according to your organizational and project
needs.
 You can use activity codes to view and roll up activities
in the Activity Table; build reports in the Report wizard
or Report Editor; organize a layout by grouping activities
into specific categories; and select and summarize
activities. Examples of activity codes include Phase,
Area, Site, and Division.
100
Activity CodesLesson7

 Activity codes can be defined in three levels:
 Global-level - Available to all activities in the database.
 Create an unlimited number of global-level activity codes.
 Organize activities within a project or across the project
structure.
 EPS-level - Available to all activities within the EPS node
and its children.
 Create an unlimited number of EPS-level activity codes.
 Organize activities within a project or across a portion of the
EPS.
 Project-level - Available to activities only in the project in
which the code is created.
 Create up to 500 activity codes per project.
 Filter and organize activities based on unique, project-specific
requirements.
100
Activity Codes (cont.)
Lesson7

 Each activity code (global, EPS, and project) may contain an
unlimited number of activity code values, which can be organized in
a hierarchy.
100
Lesson7
TypeType Can be assigned toCan be assigned to NumberNumber
Global-
level
Activities in all projects Unlimited
EPS-level Activities within EPS in which code was
created, and EPS children
Unlimited
Project-
level
Activities in project in which code was
created
500

 Assigning Activity Codes to an Activity
 Assign activity code values in the Activities window.
 Add a column for the activity code in the Activity Table.
 Use the Codes tab in Activity Details.
100
Lesson7

 Assigning Activity Codes to Multiple Activities
 Use the Command bar to assign an activity code to
multiple activities.
102
Lesson7

 Calendars can be created and assigned to each activity
and resource. Calendar assignments are used to
schedule activities and level resources.
 An unlimited number of calendars can be created.
 The Activity Type determines whether the activity calendar
or resource calendar is used during scheduling.
103
Calendar AssignmentsLesson7

 Calendar Types
 There are three calendar types:
 Global calendar
 Contains calendars that can be used by all projects in the
database.
 Available for all resources and activities in the database.
 Resource calendar
 Contains separate calendars for each resource.
 Project calendar
 Contains a separate pool of calendars for each project.
 Available for the current project only.
103
Calendar Assignments (cont.)
Lesson7

 Calendar Assignments
 Use the Select Activity Calendar dialog box to select the
calendar that is used for an activity in the project.
 For example, in this project, the default calendar
assigned to all activities is theStandard 5 Day
Workweek. You will view the available calendars on the
Design Building Addition activity.
104
Calendar Assignments (cont.)
Lesson7

Creating Relationships
Lesson 8
109

 Create a network logic diagram
 Differentiate between the four relationship types
 Create relationships in the Activity Network
 Create relationships in Activity Details
109

 A network logic diagram is a logical representation of all
the activities in a project showing their dependency
relationships.
110
Network Logic DiagramLesson8

 Precedence Diagramming Method
 Precedence Diagramming Method (PDM) is a technique
for creating network logic diagrams.
 A box or rectangle represents an activity.
 Lines with arrows connect the boxes and represent the
logical relationships between the activities.
 Predecessor - Controls the start or finish of another activity.
 Successor - Depends on the start or finish of another activity.
 Start with either the first activity in the network and enter
each successor, or start with the last activity in the network
and enter each predecessor.
110
Network Logic Diagram (cont.)
Lesson8

Network Logic Diagram (cont.)
 Precedence Diagramming Method
110
Lesson8

 There are four relationship types. In the following
diagrams, activity A represents the predecessor and
activity B represents the successor.
 Finish-to-Start (FS) - When A finishes, B can start.
 Start-to-Start (SS) - When A starts, B can start.
 Finish-to-Finish (FF) - When A finishes, B can finish.
 Start-to-Finish - When A starts, B can finish.
111
Relationship TypesLesson8

 Lag specifies an offset or delay between an activity and
its successor. It can be added to any type of relationship
and have a positive or a negative value.
 Lag is scheduled based on the calendar selected in the
General tab in Schedule Options dialog box. (In the
Tools menu, click Schedule, and then click Options to
access the Schedule Options dialog box.)
 There are four calendar options for scheduling lag:
 Predecessor activity calendar
 Successor activity calendar
 24-hour calendar
 Project default calendar
112
Relationships with LagLesson8

 Below are two examples of relationships with lag:
 Finish-to-Start with Lag - The following example shows that
the Construct Building Foundation activity must be finished
for seven days before the Construct Building Exterior and
Structure activity can start. (FS7 indicates there is a finish-
to-start relationship with 7 days of lag.)
 Start-to-Start with Lag - The following example shows that
the Install Interior Belt Conveyors activity can start five days
after the Construct Building Exterior and Structure activity
starts. (SS5 indicates there is a start-to-start relationship
with 5 days of lag.)
112
Relationships with Lag (cont.)
Lesson8

 The Activity Network is useful when sequencing
activities because it displays the activities graphically as
you create relationships.
113
Creating Relationships in the Activity
Network
Lesson8

 Creating a Start-to-Start Relationship
 You can create a relationship between activities by
clicking and dragging your mouse between the two
activities.
 The left edge of the activity represents the start of the
activity.
 The right edge of the activity represents the finish of the
activity.
114
Creating Relationships in the Activity
Network (cont.)
Lesson8

 You can also use the Relationships tab to create
relationships. When creating a relationship in Activity
Details, the default relationship type is Finish-to-Start.
 Activities in the Assign Successors dialog box can be
grouped and sorted in a variety of ways, including by
EPS and by List. In the Display Options bar, click Group
and Sort By to view options.
115
Creating Relationships in Activity
Details
Lesson8

 Assigning Lag
 Although the default relationship type is Finish-to-Start
with zero days of lag, you can use the columns on the
Relationships tab to make adjustments to the
relationship type or to assign lag.
117
Creating Relationships in Activity
Details (cont.)
Lesson8

 You can also view/modify relationships in the Activity
Table and Gantt Chart.
 Activity Table - Displays the Predecessors and Successors
columns.
118
Viewing Relationships in Gantt ChartLesson8

 Key Concepts
 Use the Precedence Diagramming Method to create a
network logic diagram to show the relationships between
activities. Build the diagram using boxes or rectangles that
represent activities, and create logical relationships between
the activities, specifying the predecessor and successor
activity relationships.
 There are four relationship types: Finish-to-Start, Start-to-
Start, Finish-to-Finish, and Start-to-Finish. The default
relationship type is Finish-to-Start.
 Use lag to specify a delay between an activity and its
successor.
 You can create relationships in the Activity Network via a
graphical display, or in the Relationships tab in Activity
Details.
120
Viewing Relationships in Gantt Chart
(cont.)
Lesson8

 Perform a forward and backward pass
 Describe float and its impact on a schedule
 Identify loops and open ends
 Calculate a schedule
 Analyze the scheduling log report
121

 The Critical Path Method (CPM) scheduling technique is
utilized to calculate project schedules. CPM uses
activity durations and relationships between activities to
calculate schedule dates. This calculation is done in two
passes through the activities in a project.
122
Critical Path Method SchedulingLesson9

 Critical Path
 The critical path is the series of activities that determines a
project's completion date.
 The duration of the activities on the critical path controls the
duration of the entire project. A delay to any of these
activities will delay the Finish date of the entire project.
 Critical activities are defined by either the total float or the
longest path in the project network.
122
Critical Path Method Scheduling (cont.)
Lesson9

 The data date is the date that is utilized as the starting point
for schedule calculations. It is the date used to schedule all
remaining work.
 During the Planning phase the data date should match the
project Start date.
123
What is the Data Date?Lesson9

Data Date Line
Data Date
Time
Time
Time
Schedule
Resource
Cost
J AJJMAMF S
Resource
Quantity
(person-
days)
$
OPN
Lesson9

 Forward Pass
 The forward pass calculates an activity's early dates.
 Early dates are the earliest times an activity can start and
finish once its predecessors have been completed.
 The calculation begins with the activities without
predecessors.
 Early Start (ES) + Duration - 1 = Early Finish (EF)
124
Scheduling Concepts (cont.)
Lesson9

Forward pass
A
C
B
5
15
10
ES
EF
EF
ES
ES EF
55
1010
1111 2525
11
11
124
Lesson9

 Backward Pass
 The backward pass calculates an activity's late dates.
 Late dates are the latest times an activity can start and
finish without delaying the end date of the project.
 The calculation begins with the activities without successors
(activity C in the graphic below).
 For projects without a Must Finish By date, activities without
successors are assigned a Late Finish equal to the latest
calculated Early Finish date (25 in the graphic below).
 Late Finish (LF) - Duration + 1 = Late Start (LS)
125
Lesson9

A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backwardpass
25251111
101011
101066
125
Lesson9

 Total Float
 The amount of time an activity can slip from its early Start
without delaying the project.
 The difference between an activity's late dates and early
dates.
 Activities with zero Total Float are critical.
 Late date - Early date = Total Float (TF)
 An activity's Total Float is automatically calculated each
time you schedule the project. You cannot edit an
activity's float values directly.
 The critical path is the series of activities that
determines a project's completion date. Activities B and
C are on the critical path in the graphic below.
126
Lesson9

Positive float
Zero float
(critical)
Negative Float
(extremely
critical)
Positive float
Negative float
ES EF
LFLS
EFES
EFES
LS
LS
LF
LF
Total Float
126
Lesson9

A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS 11 LF 25
LF 10LS 6
LS 1 LF 10
Backwardpass
TF=
TF=
TF=
Forwardpass
00
00
55
Critical Path
Critical Path
127
Lesson9

 Backward Pass with Required Finish
 One of the most common project scenarios is a required
finish date for the project.
 Used only during the backward pass.
 Required finish date specifies when the project must finish
regardless of the network's duration and logic.
 Late Finish - Duration + 1 = Late Start
128
Lesson9

A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backward pass
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must Finish By:
Day 20*
128
Lesson9
Critical ActivitiesCritical Activities
 Which activities are critical
based on Total Float?

A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backward pass
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must Finish By:
Day 20*
128
Lesson9
Longest Path
Longest Path
 Which activities are critical
based on Longest Path?

 Loops indicate circular logic between two activities.
 Primavera will not calculate a schedule until the loop
is eliminated.
 A dialog box is displayed listing the activities in the
loop
BA1010BA1010 BA1030BA1030BA1020BA1020
Circular Relationships (Loops)
129
Lesson9

 Open Ends
 Open Ends are activities without a predecessor or
successor.
 No predecessor - Activity uses data date as its Early Start.
 No successor - Activity uses project finish as its Late Finish
 Open-ended activities can portray an unrealistic amount of
positive total float.
130
Lesson9

10 70
80 9030 50 6020
40
START
FINISH
NOTE: Primavera recommends that each project have
only two open ends, the start milestone activity and the
finish milestone activity.
Open Ends cont.
130
Lesson9

10 70
80 9030 50 6020
40
START
FINISH
Notice the relationship between activity 30 and 50 is
missing, creating two additional open ends.
What will happen when this network is scheduled?
Oops! Open
ends.
Open Ends cont.
130
Lesson9

 When you schedule a project, activity dates are
calculated according to durations and logic.
 Mark the Log to file checkbox to record scheduling
results in a log file (.txt).
 After you schedule the project, note the change in the
position of activities on the Gantt Chart. Activities are
displayed according to their calculated start and finish
dates. Critical activities are displayed in red.
131
Scheduling a ProjectLesson9

 Schedule Log
 The Schedule Log records scheduling results, including:
 Scheduling/leveling settings
 Statistics
 Errors
 Warnings
 Scheduling/leveling results
 Exceptions
132
Scheduling a Project (cont.)
Lesson9

 An activity may have a relationship from a predecessor
that determines its Early Start. This logic tie is called a
driving relationship.
 A solid relationship line indicates a driving relationship.
 A dashed relationship line indicates a non-driving
relationship.
 BA3040 and BA3050 do not drive the start of BA3070.
 BA3060 drives the start of BA3070.
133
Driving RelationshipsLesson9

 After relationship logic has been defined, schedule the
project to determine when the activities will take place.
 Schedule dates can be calculated based on the critical path,
a series of activities that determine a project's completion
date.
 When scheduling using the Critical Path Method, activity
Early Start and Finish dates are calculated during a forward
pass, and the Late Start and Finish dates are calculated
during the backward pass.
 The data date is used as a starting point when scheduling
all remaining work for the project.
 After scheduling, activities will have a total float that
represents the amount of time an activity can be delayed
without delaying the project.
139
Key ConceptsLesson9

 Key Concepts
 After scheduling, results are recorded in a Schedule Log.
139
Driving Relationships (cont.)
Lesson9

Assigning Constraints
Lesson 10
141

 Apply an overall deadline to a project
 Apply a constraint to an individual activity
 Add notebook topics to constrained activities
 Describe the available constraint types
141

 Constraints are imposed restrictions used to reflect
project requirements that cannot be built into the logic.
 Use constraints to build a schedule that more accurately
reflects the real-world aspects of the project, provide
added control to the project, and impose a restriction on
the entire project or an individual activity
 Constraints are user-imposed.
 Two constraints can be assigned to an activity.
 After applying a constraint, the project must be rescheduled
to calculate the new dates.
142
ConstraintsLesson10

 Must Finish By
 Used when an overall project deadline must be met.
 Forces all activities in the project to finish by the date (and
time) specified.
 By default, the time associated to the Must Finish By date is
set to 12:00 am. This means that if the project must finish by
the end of day on 1-Nov, assign a Must Finish By of 02-Nov.
 Affects the total float of the entire project.
 Must be applied in the Dates tab in Project Details.
 The current Early Finish of Building Addition project is
17-Nov-10. You will apply a Must Finish By constraint of
02-Nov-10.
 The next step is to reschedule the project to see the
effect of the imposed deadline on the late dates and
Total Float in the project plan.
143
Commonly Used Constraints (cont.)
Lesson10

 Used to set the earliest date an activity can
begin.
 Forces the activity to start no earlier than the
constraint date
 Pushes the early start to the constraint date
 Affects the early dates of its successors
AA
LFLFLSLS
EFEFESES
BB
LFLFLSLS
EFEFESESES *ES *
Start On or After
145
Lesson10

 Used to set the earliest date an activity can
begin.
 Forces the activity to start no earlier than the
constraint date
 Pushes the early start to the constraint date
 Affects the early dates of its successors
AA
LFLFLSLS
EFEFESES
BB
LFLFLSLS
EFEFESES
AA
EFEFESES **
BB
EFEFESES
Start On or After
145
Lesson10

 Adding Notebook Topic
 When a constraint is assigned to an activity, it is
recommended that you add a note to document why the
constraint was assigned. You can use the Notebook tab
in the Activities window to document these reasons.
147
Lesson10

 Used to set intermediate completion points
 Forces the activity to finish no later than the
constraint date
 Pulls the late finish date to the constraint date
 Affects the late dates of its predecessors
AA
LSLS
EFEFESES
BB
LFLF LSLS
EFEFESES
LFLFLF *LF *
Finish On or Before
148
Lesson10

 Used to set intermediate completion points
 Forces the activity to finish no later than the
constraint date
 Pulls the late finish date to the constraint date
 Affects the late dates of its predecessors
Finish On or Before
AA
LSLS
EFEFESES
BB
LFLF LSLS
EFEFESES
LFLF
AA
LSLS
BB
LFLF LSLS LF *LF *
148
Lesson10

 Start On
 Forces the activity to start on the constraint date.
 Shifts both Early and Late Start dates.
 Delays an Early Start or accelerates a Late Start.
 Used to specify dates submitted by contractors or vendors.
150
Lesson10

 Start On or Before
 Forces the activity to start no later than the constraint date.
 Shifts the Late Start to the constraint date.
 Affects the late dates of its predecessors.
 Used to place a deadline on the start of the activity.
150
Lesson10

 Finish On
 Forces the activity to finish on the constraint date.
 Shifts both Early and Late Finish dates.
 Delays an Early Finish or accelerates a Late Finish.
 Used to satisfy intermediate project deadlines.
150
Lesson10

 Finish On or After
 Forces the activity to finish no earlier than the constraint
date.
 Shifts the Early Finish to the constraint date.
 Affects the early dates of its successors.
 Used to prevent an activity from finishing too early.
150
Lesson10

 As Late As Possible
 Delays an activity as late as possible without delaying its
successors.
 Shifts the early dates as late as possible.
 Also called a zero free float constraint.
150
Lesson10

 Mandatory Start and Finish
 Forces early and late dates to be equal to the constraint
date.
 Affects late dates of predecessors and early dates of
successors.
 May violate network logic.
150
Lesson10

 Key Concepts
 Assign constraints to activities and projects to reflect real-
world restrictions.
 A maximum of two constraints can be assigned to an
activity.
 The Must Finish By constraint is used when an overall
project deadline must be met.
 Use the Start On or After constraint to set the earliest date
an activity can begin.
151
Lesson10

Maintaining the Project
Documents Library
Lesson 11
153

 Describe the difference between a work product and a
reference document
 Create a document record
 Link the document record to a project document or work
product
 Assign the project document to an activity or WBS
153

 The Work Products and Documents window enables
you to maintain general information about project
documents, including links to the actual document files.
Documents are organized hierarchically to enhance
categorization.
 You can catalog and track project-related documents
and deliverables, and provide standards and guidelines
for performing work on an activity.
 Store documents on a network file server or Web site.
 Maintain general information about project documents such
as version, revision date, and author.
 Create a link to the actual document file.
154
Project DocumentsLesson11

 Documents can be designated as a work product or
reference document:
 Work product - Includes project or activity deliverables that
will be turned over to the end user or customer. Examples:
CAD files, testing plans, and blueprints.
 Reference document - Includes documents that can be
referenced by a project participant to provide standards and
guidelines for performing work. Examples: guidelines,
policies, procedures, design templates, checklists, and
worksheets.
154
Project Documents (cont.)
Lesson11

 Documents do not reside in the Primavera database. To
access documents via Primavera, a document record
must be created in the Work Products and Documents
window.
155
Creating a Document RecordLesson11

 Files Tab
 After you add a document record, you must establish a
link to the document by specifying a file path. There are
two kinds of document location references:
 Private Location - References can be viewed only by
Primavera client/server application users. Examples include
invoices, purchase orders, or contracts.
 Public Location - References can be viewed by all project
participants, including timesheet users. Examples include
procedure guidelines or project checklists.
157
Creating a Document Record (cont.)
Lesson11

 Assigning a Project Document to an Activity
 Project documents can be assigned to both WBS
elements and activities. For example, during a project's
planning phase, you may assign a document to a WBS
element. As the details of your project develop, you can
assign the same document to activities.
158
Lesson11

 Viewing Document Details
 Use the Work Product and Document Details dialog box
to view details about and/or open the selected work
product or document. Fields in the dialog box are
summarized below:
 Title - The name of the selected work product or document.
 Author - The name of the person who created the selected
work product or document.
 Version - The selected work product or document's version
number.
 Date - The entered Revision Date.
 Private/Public Location - The selected work product or
document's file name.
 Launch Private/Public Location - Opens the work product or
document's file in its native application.
160
Lesson11

 Viewing Document Details
 Description - A narrative description of the selected work
product or document.
160
Lesson11

 Key Concepts
 Documents do not reside in the Primavera database. To
access documents via Primavera, a document record must
be created in the Work Products and Documents window.
 After adding a document record, specify its private and/or
public location. Specifying a public location enables all
project participants to view the document.
 You can designate a document as a work product or
reference document and assign it to an activity or WBS
element.
 Maintain general information of each project document such
as version, revision date, and author.
161
Lesson11

Formatting Schedule Data
Lesson 12
163

 Group activities according to a specific criteria
 Sort activities
 Apply a filter
 Create a filter
163

 Grouping is a flexible way to organize data into
categories that share a common attribute.
 You can group data to create customized layouts. You
can also use grouping to quickly view subtotal data in
the group title bands, view summary bars in the Gantt
Chart, and summarize data for reporting purposes.
 Grouping is available in all windows and most dialog boxes.
 Each window or dialog box has its own grouping options.
 Some windows have customized/pre-defined groups.
 Activities can be grouped by hierarchical fields such as
WBS, activity codes, and project codes.
 Activities can be grouped by data fields such as dates,
costs, Total Float, and other numeric data.
164
Grouping DataLesson12

 Group and Sort Dialog Box
 The Group and Sort dialog box is used to set up the
organization of activities on the screen.
 Show Group Totals - Choose to display or hide the total
values for grouping bands. If you mark the Show Group
Totals checkbox, you have the additional options to Show
Grand Totals and Show Summaries Only.
 Show Grand Totals - Mark to display a grand total row at the
top of the layout.
 Show Summaries Only - Mark to hide the activities within each
group title band.
 Shrink Vertical Grouping Bands - Minimize the width of the
vertical grouping bands displayed in the Activity Table. This
setting is available in windows that have the Group and Sort
by, Customize layout option.
165
Grouping Data (cont.)
Lesson12

 Group By - Lists data items used to group the current
display.
 Indent - Available if the selected data item is hierarchical.
 To Level - Indicates the number of levels to display when
grouping by a hierarchical data item.
 Group Interval - Indicates the interval by which you want to
group the selected data item.
 Font & Color - Displays the font/color for each group title band.
 Hide if empty - Mark to hide the group title bands that do not
contain activities.
165
Lesson12

 Sort Bands Alphabetically - Mark the checkbox to sort the
grouping bands alphabetically rather than their order in their
respective hierarchy. This checkbox is disabled for any
grouping that is not hierarchical.
 Show Title - Mark to display the name of the field that the
layout is grouped by; the value is also displayed.
 Show ID/Code - Mark the checkbox to display the ID or
code value on the grouping band.
 Show Name/Description - Mark the checkbox to display the
name or description on the grouping band.
165
Lesson12

 Grouping by Date
 Grouping a layout by date allows you to identify
activities that are scheduled to occur within a particular
time period.
167
Lesson12

 Collapsing/Expanding Grouped Data
 Collapse group bands to control the level of detail you
are viewing. This functionality is especially useful if you
want to focus on a specific portion of the layout.
 In the Activity Table, view summary information for the
displayed columns.
 In the Gantt Chart, summary bars are displayed to represent
the Start/Finish dates in each group band.
168
Lesson12

 Sorting determines the sequence in which activities are
listed within each grouping band. Based on the data
item you choose, you can sort alphabetically,
numerically, or chronologically.
169
Sorting ActivitiesLesson12

 Sorting by a Single Criteria
 To sort by a single criteria, click the data item's column
title.
169
Sorting Activities (cont.)
Lesson12

FILTERFILTER
DEPT =DEPT =
ADMNADMN
1060
1020
1030
1010
1070
1100
1040
1080
1120
1110
1090
1140
1000
LegendLegend
PRCH IT SLS ADMN
11201110
FILTERFILTER
DEPT =DEPT =
ADMNADMN
1060
1020
1030
1010
1070
1100
1040
1080
1120
1110
1090
1140
1000
Filtering Activities
A series of statements
which determine the
activities to be displayed
on screen.
Lesson12

 A filter is a set of instructions that determines which
activities should display on screen.
 Filters enable you to create customized layouts by
limiting the number of activities displayed - helping you
to focus on critical activities, for example.
 A set of pre-defined filters is provided, as is the ability to
create user-defined filters of your own.
170
Filtering ActivitiesLesson12

 Filters are divided into the following groupings:
 Default
 Global
 User-defined
 One or more filters may be applied to a layout at a time.
 Multiple criteria for selection may be used within a single
filter.
 Filter specifications can be saved and re-applied.
 Filters can be saved as part of a layout.
170
Filtering Activities (cont.)
Lesson12

 Filters Dialog Box
 All Activities - Mark to show all activities in the current
layout.
 Show activities that match - When more than one filter is
marked, you must select one of the following options:
 All selected filters - Mark to include the activities that meet the
criteria of each selected filter.
 Any selected filter - Mark to include the activities that meet the
criteria of at least one of the selected filters.
 Replace activities shown in current layout - Displays only
the activities that meet the criteria of each selected filter.
 Highlight activities in current layout which match criteria -
Highlights only the activities in the current layout that meet
the criteria of each selected filter.
171
Lesson12

 Applying a Default Filter
 To view critical activities, you can run the Critical default
filter.
172
Lesson12

 You can create filters based on a single line of criteria or
multiple criteria.
 A convenient single-criteria filter to use throughout the
life cycle of a project is a lookahead filter. It displays the
activities that are scheduled to occur within a given
amount of time - for example, the next month.
 You will execute the new filter to display all activities
scheduled to occur within the next month, and then
save the layout as One Month Lookahead.
173
Creating a FilterLesson12

 If you cannot achieve your goal with a single filter, you
can run two filters simultaneously.
175
Using Multiple FiltersLesson12

 Applying the All Activities Filter
 To refresh your screen with all activities, you can run
the All Activities filter.
176
Using Multiple Filters (cont.)
Lesson12

 Key Concepts
 Use grouping and sorting to organize activities in a layout.
 Grouping is available in all windows and most dialog boxes.
 The Group and Sort dialog box provides options to show
grand totals and summaries, and modify the font and color
for each grouping selected. You can also sort the groups
alphabetically, numerically, or chronologically.
 Use filters to customize the layout or only show activities
that satisfy the filter criteria. You can apply multiple filters to
a layout.
177
Using Multiple Filters (cont.)
Lesson12

Roles and Resources
Lesson 13
179

 Describe roles
 Views the roles dictionary
 Describe resources
 Identify the differences between labor, nonlabor and
material resources
 View the resource dictionary
179

 Before you begin to manage resources in Primavera,
you must understand the difference between a role and
a resource:
 Role - A role is a job title or skill - for example, Software
Engineer, Project Manager, Trainer, and Database
Administrator.
 Resource - A resource is an individual (or equipment or
material) used to complete an activity.
180
Roles and ResourcesLesson13

 The Role dictionary and Resource dictionary are
enterprise data - available for use across all projects.
After roles and resources are defined, roles can be
associated to resources, identifying the skill sets of each
resource. Each resource also can be assigned a
primary role, which defines the core skill or
responsibility in the organization.
 Some organizations use roles as placeholders in
activity assignments until specific resources are
assigned to do the work.
180
Roles and Resources (cont.)
Lesson13

 The Roles dictionary contains four tabs:
 General tab - Lists the Role ID and Role Name. The
Responsibilities field lists the skills required to perform the
role.
 Resources tab - Lists the resources that are capable of
performing the responsibilities associated with the role as
well as their proficiency.
 Prices tab - There are five available price per unit values.
The title of these values can be defined in the Rates tab in
Admin Preferences.
 Limits tab - Specify allocation limit(s) for a role. Multiple
limits can be established based on effective date.
181
Defining RolesLesson13

 Limits Tab
 Use the Limits tab to specify available quantities (limits)
for a role. Setting limits helps you quickly identify areas
of role overload in Resource/Role Usage Profiles. You
can define an unlimited number of role limits for each
role; however, the effective date must be unique.
 By default, role limits are calculated based on the limit
defined for each role's primary resource, which may not
accurately reflect a role's planned allocation. In the
Resource Analysis tab in User Preferences, Resource
Analysis tab, you can choose to display role limits
based on the custom role limits you define or based on
the calculated primary resources' limit.
183
Defining Roles (cont.)
Lesson13

 A resource is anything used to complete an activity. The
Resources window contains information about all
resources within the organization, enabling centralized
resource management. Resources are divided into
three categories:
 Labor (people) - Measured in units of time.
 Generally re-used between activities/projects.
 Recorded in terms of price/unit - for example, $50.00/hour.
 Nonlabor (equipment) - Measured in units of time.
 Recorded in terms of price/unit - for example, $465.00/hour.
 Material - Measured in units other than time - for example,
$4.50/sf.
184
Defining ResourcesLesson13

 Use Resource Details to add, view, and edit detailed
information about the selected resource.
185
Resource DetailsLesson13

 General Tab
 The General tab enables you to enter general
information about the selected resource including the
resource's ID, name, employee ID, title, e-mail address,
office phone number, and status.
185
Resource Details (cont.)
Lesson13

 Codes Tab
 The Codes tab enables you to assign resource code
values to further categorize the selected resource for
grouping and organizing.
185
Lesson13

 Details Tab
 The Details tab enables you to enter the selected
resource's labor classification, currency and overtime
settings, and profile.
 Labor Classification - Indicates the resource is Labor,
Nonlabor or Material.
 Unit of Measure - Utilized for material resources. Select to
determine what unit the resource utilizes.
 Currency - Indicates the currency associated with the
resource's costs.
 Overtime Allowed - Mark to indicate the resource can enter
overtime hours in Timesheets, or in the Resources tab in
Activity Details.
186
Lesson13

 Details Tab
 Overtime Factor - Indicates the value by which the
resource's standard price should be multiplied to determine
the resource's overtime price.
 Calendar - Calendar used to identify resource availability.
 Default Units/Time - Indicates the units/time that will be
applied when the resource is assigned to an activity.
 Auto Compute Actuals - Mark to automatically calculate the
resource's actual quantity of work according to the project
plan.
 Calculate costs from units - Mark to calculate the cost of an
activity based on the assigned units.
186
Lesson13

 Units & Prices Tab
 The Units & Prices tab enables you to set prices and
availability according to time.
 Effective Date - The effective start date for price and
availability.
 Max Units/Time - A numeric value or percentage the
resource can perform in a single work period, according to
effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) =
part-time. Setting this limit allows you to quickly identify
areas of resource overallocation in resource
profiles/spreadsheets.
 Price/Unit - Set the resource's price for a single work unit,
according to the effective date.
187
Lesson13

 Key Concepts
 A role is a job title or skill, for example, Trainer or Manager.
 A resource is someone - or something - used to complete
an activity.
 Roles can be assigned to resources to aid in resource
management. Multiple roles and a single primary role can
be assigned to each resource.
 Resources are divided into three categories: Labor (people);
Nonlabor (equipment); Material (measured in units other
than time, e.g., $4.50/square foot).
 Roles are defined in the Roles dictionary.
 Resources are defined in the Resources window, where you
can use Resource Details to view and edit information about
resources.
188
Lesson13

 Assign roles to an activity
 Assign rates on roles
189

 If you know which skill sets are required for each activity
- but not the exact people who will perform the work -
you can assign roles to the activities. Role assignments
will act as placeholders, which you can use later to
assign the resources.
 To assign a role to an activity, click Add Role in the
Resources tab in Activity Details.
190
Assigning Roles to ActivitiesLesson14

 Assign Multiple Roles to an Activity
 Use Control-click to select and assign multiple roles to a
single activity.
192
Assigning Roles to Activities (cont.)
Lesson14

 Assigning a Role to Multiple Activities
 You can assign a single role to multiple activities by
selecting activities in the Activity Table and then clicking
Roles in the Command bar.
 To select multiple activities:
 If the activities you want to select are contiguous - Select
the first activity and then Shift-click to select the last activity.
 If the activities you want to select are not contiguous - Use
Control-click to select individual activities.
193
Assigning Roles to Activities (cont.)
Lesson14

 Rate types are assigned to roles in the Resources tab in
Activity Details.
 The rate type determines the price/unit used to calculate
costs for the assignment. The names for each rate type
are defined by your system administrator in the Rate
Types tab of Admin Preferences. When you select a
rate type, the monetary value is updated automatically
in the Price/Unit column.
194
Assigning Rates on RolesLesson14

 Key Concepts
 Role assignments can act as a placeholder, which you can
later use to assign a specific resource.
 You can assign a single role to an activity; multiple roles to
a single activity; or a single role to multiple activities.
 You can also assign rates to roles. The rate type determines
the price/unit used to calculate costs for the assignment.
195
Assigning Rates on Roles (cont.)
Lesson14

Assigning Resources and
Costs
Lesson 15
197

 Assign resources by role
 Assign labor, nonlabor, and material resources to
activities
 Adjust Budgeted Units/Time for a resource
 Assign expenses to activities
197

 Following are the basic steps for resource management:
 Define resource availability.
 Set up the resource name, description, cost, roles, and
attributes that control the resource's effect on the schedule.
 Enter the resource name and amount of work planned.
 The cost is calculated based on the resource quantity and
price/unit as defined in the Resources window.
 Use the Resource Usage Profile to view resource quantity/cost
information graphically. The profile helps you analyze when,
and to what extent, a resource is allocated.
 Use the Resource Usage Spreadsheet to view resource
quantity/cost information in a tabular format. Like the
Resource Usage Profile, the spreadsheet helps you analyze
resource allocation.
 Use columns to view total costs.
198
Steps for Resource ManagementLesson15

 Resource assignments can be made by replacing a role
assignment with a specific resource.
 At least one role must be assigned to an activity to
assign resources by role. When you assign by role, only
those resources assigned to the role are displayed in
the Assign Resources by Role dialog box.
 When assigning resources by role, a confirmation dialog
box is displayed if the resource selected to replace the
role assignment has different default quantity/cost
settings. These settings include Price/Time, Units/Time,
and Overtime Factor values.
199
Assigning by RoleLesson15

 In responding to the dialog box:
 Click No - Apply the role's quantity/cost settings.
 Click Yes - Apply the resource's quantity/cost settings.
200
Assigning by Role (cont.)
Lesson15

 Assigning By Role to Multiple Activities
 You can select multiple activities to simultaneously
replace their role assignments. You can also assign
multiple resources by roles to multiple activities
simultaneously.
201
Assigning by Role (cont.)
Lesson15

 Depending on numerous factors - including the type of
activity or type of resource - you may need to adjust
Budgeted Units or Units/Time when assigning a
resource.
 Budgeted Units - The number of units, hours for example,
that a resource is assigned to work on the activity.
 Units/Time - The number of units (hours) a resource is
scheduled to work in a specific time period - for example, 8
hours/day.
202
Assigning ResourcesLesson15

 Assigning Resource to Level of Effort Activity
 When you assign a resource to an activity, this
calculation is performed: Duration x Units/Time = Units.
Typically, a resource is not assigned to work on a level
of effort activity full time. Therefore, the Units/Time must
be adjusted after making the resource assignment.
202
Assigning Resources (cont.)
Lesson15

 Assigning a Nonlabor Resource
 If a role is not designated as a placeholder in an activity,
assign a resource directly from the Resource dictionary.
Resources in the dictionary can be used on any activity.
An unlimited number of resources can be assigned.
 The Search feature can help you quickly search the
resource dictionary for a backhoe, a nonlabor resource
which is required to work on the Backfill and Compact
Walls activity.
203
Lesson15

 Adjusting Resource's Budgeted Units/Time
 You can adjust Budgeted Units/Time after making a
resource assignment. In the example below, you will
manually type 16h/d in the Budgeted Units/Time
column, indicating that two laborers at 8h/d will work on
the activity.
204
Lesson15

 Designating a Primary Resource
 The primary resource is the person responsible for
coordinating an activity's work. An activity can have one
or no primary resource.
 Only the primary resource can send feedback via Primavera
Timesheets to the project manager, informing the project
manager of the status of an activity.
 A primary resource can be assigned to a milestone activity
to allow the milestone to be updated through timesheets.
This assignment is made on in the General tab in Activity
Details.
 A primary resource can update steps via Timesheets.
 If multiple resources are assigned, the first resource
assigned is designated as the primary resource.
205
Lesson15

 Assigning a Material Resource
 Material resources are not measured in units of time.
For example, Polyform is measured in linear feet and
concrete is measured in cubic yards. Units of measure
are created in Admin Categories. After the unit of
measure is created, it is assigned to the material
resource in the Resource dictionary.
206
Lesson15

 Costs are planned and managed at the activity level.
There are two types of costs:
 Resource - Calculated based on resource assignments.
 Expense - Lump sum costs that are manually entered.
207
Planning CostsLesson15

 Resource
 The cost of a resource can be calculated based on the
Price/Unit defined in the Resource dictionary and the
Budgeted Units assigned to the activity.
 Budgeted Cost = Budgeted Units x Price/Unit
207
Planning Costs (cont.)
Lesson15

 Expense
 Expenses are non-resource costs associated with a
project. They are typically one-time expenditures for
non-reusable items. Examples of expenses include
facilities, travel, overhead, and training.
 Expenses are manually assigned at the activity level.
You can enter a single lump sum expense or you can
enter the number of units and the Price/Unit.
 Expense categories can be assigned to classify the
expense.
 Expenses can be accrued at the start, end, or uniformly
over the duration of an activity.
 A unit of measure can be used to label the quantity, for
example, each, pounds, square feet.
208
Lesson15

 Summary Tab
 Use the Summary tab to display unit, cost, or date
information for the selected activity.
 Select Display cost at the bottom of the page to display
the itemized and total cost of the selected activity. The
activity's costs are broken into:
 Labor Cost
 Nonlabor Cost
 Material Cost
 Expenses
 Total Cost
210
Lesson15

 Key Concepts
 Three steps in resource management are defining
resources; assigning resources; and analyzing resources.
 Resource assignments can be made by replacing a role
assignment with a specific resource. At least one role must
be assigned to an activity to assign resources by role.
 If a role is not designated as a placeholder in an activity,
assign a resource directly from the Resource dictionary.
 When you assign a resource to an activity, this calculation is
performed: Duration x Units/Time = Units.
 When you assign a resource, you can adjust Units/Time or
Budgeted Units. You can also designate a primary resource.
211
Lesson15

Analyzing Resources
Lesson 16
213

 Display the Resource Usage Profile
 Format a profile
 Format the timescale
213

 The Resource Usage Profile, which can be displayed in
the Activities window, enables you to view
resources/role unit and cost distribution over time. You
can specify how data is played in the profile via the
Resource Analysis tab in User Preferences:
 All Projects
214
Resource Analysis SettingsLesson16

 All closed projects (except what-if projects) - Displays
resource/cost usage data for:
 All closed projects with a leveling priority - When electing to
show remaining values for open versus closed projects,
choose this option to include data for all closed projects with a
specific leveling priority.
 Opened projects only - Focus on resource/cost usage in the
projects currently opened.
 Time-Distributed Data
 Display data based on Remaining Early or Forecast dates.
 Select the time interval for displaying live resource allocation:
hour, day, week, or month.
214
Resource Analysis Settings (cont.)
Lesson16

 The Resource Usage Profile provides a graphical view
of unit/cost distributions over time. It displays the
amount of effort needed from each resource/role on the
project during each time period.
 Use the profile to determine how many hours each
resource is scheduled to work; identify overallocated
resources; track expenditures per time period; and
display a "banana curve" to compare early and late
dates.
 View unit/cost distributions from a specific project or all
projects to which you have access.
 View resource or role allocations.
216
Resource Usage ProfileLesson16

 Display separate bars for one or all of the following:
 Budgeted units/costs
 Actual units/costs
 Remaining Early units/costs
 Remaining Late units/costs
 The Resource Usage Profile timescale matches the
timescale for the Gantt Chart.
 Format columns, group, sort, and filter resources/roles in
the profile.
 Can be saved as part of a layout.
216
Resource Usage Profile (cont.)
Lesson16

 You can use Resource Usage Profile information to
determine which resources/roles are overallocated and
which resources/roles are underutilized.
 The table below lists the sections of the Resource
Usage Profile. Note that there are two Display Option
bars: one that controls display options for the left pane,
and another that controls display options for the right
pane.
217
Displaying the Resource Usage ProfileLesson16

 Viewing All Projects or Open Projects Only
 When you select the User Preferences setting to All
closed projects (except what-if projects), you can toggle
the Resource Usage Profile to display either:
 all open projects.
 all closed projects except for what-if projects.
 This option is available on the right pane Display
Options bar.
 Once you have only the open projects displayed, you
can filter the top layout by either Time Period or
Resource.
218
Displaying the Resource Usage Profile
(cont.)
Lesson16

 Formatting the Profile
 The Resource Usage Profile can be modified by
adjusting Data and Graph settings in the Resource
Usage Profile Options dialog box.
 Data settings:
 Display - Select to display units or costs.
 Show Bars/Curves - Mark to display By Date (periodic) bars
and/or Cumulative curves and format their colors.
 Show Remaining Bars As - Select a solid color to display
early bars and a hatched color to display late bars.
 Additional Data Options - Mark to display a line indicating
resource limits; resource/role overallocation; resource
availability; or resource overtime units.
220
(cont.)
Lesson16

 Formatting the Profile
 Graph settings:
 Vertical Lines - Choose to display major/minor sight lines
based on the timescale interval.
 Horizontal Lines - Choose the line style and color.
 Additional display options:
 Show Legend - Display the data item each color represents.
 3D Bars - Add a third dimension to the bars.
 Background Color - Specify the color displayed in the
background of the Resource Usage profile.
 Calculate Average - Specify the values you want to use to
divide the timescale interval totals.
221
(cont.)
Lesson16

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